Supply Chain Supervisor

• Deadline: Expired

Médecins Sans Frontières (MSF) is an independent international medical humanitarian organization providing assistance to people affected by armed conflicts, epidemics, natural or non-natural disasters, or persons excluded from access to health care. The organization has health projects in more than 70 countries.
MSF France has had a significant presence in Kenya since 1996. In Mathare Lavender House Clinic, MSF runs a 24-hour SGBV Clinic for victims of sexual and gender-based violence and an emergency program that provides pre-hospital care and trauma/medical stabilization. We also have a clinic in Dandora offering youth-friendly services to those between the ages of 10 to 24 years. All our services are free including a toll-free hotline.
MSF France Mathare project is looking to fill the position of a Supply Chain Supervisor. The successful candidate reports to the Logistics Manager.
Objective of the Position:

Planning and supervising the execution of the supply chain activities in the project or capitol (order, procurement, transport customs, and stock management) according to MSF protocols and standards to ensure the optimal functioning of the mission.
Responsibilities include but not limited to:
Planning, coordinating, supervising and monitoring on a day-to-day basis the implementation of the supply activities in the project as specified by the line manager, ensuring compliance to MSF standards, protocols and procedures. Including the following tasks:
Order management: Responsible for the supply administration, the correct filing and archiving of supply database and the efficient processing and follow up of orders and requests
Procurement: Responsible for purchase management, follow up of purchases, preparation, together with the Logistics Manager, market assessments, contracts and supplier evaluations and communication with local suppliers for the status of purchase orders, claims and complaints
Stock management: Controlling quality and costs and the physical state of orders and determines the quantities of products to buy (volume) considering the demand and needs of the mission, the availability forecasts, delivery timelines, budget and other relevant factors and monitors stock levels related to monthly consumption figure, expiry dates, excess drugs and possible shortage in the capital
Communicating with customers, keeping them up to date concerning their orders status (BO confirmation) and prioritizing procurement and transport according to their needs.
Supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge.
Transport and Customs: Ensuring the clearing and the transport of medical and non-medical goods of the mission and provide info on timelines regarding administrative procedures concerning, import, customs clearance, etc.
1.Supply Management
1.1 Stocks and standard assortment
Keeps an up-to-date standard list (codes and description) of articles kept under Logistics stocks in collaboration with the Log Storekeeper, ensures that the Standard Items List is used in all stock reporting and the supply administration
Updates the stock administration for Logistics stocks including EPREP, technical/spare parts, household items and hygiene/cleaning materials, food items, MSF/ID materials and (bulk) stationery.
Makes a monthly stock report showing the balances of all stocks; performs random cross-checks with the balances in UNIFIELD stock against the physical stock cards and the balances on the shelves.
In-charge of Consumption data and performs consumption analysis and makes regular (monthly, quarterly or semestrial) replenishment orders for stockable items, taking into consideration of Average Monthly Consumption, Cycle stock, Safety stock and Stock at hand.
Takes lead in the scheduled Inventory counting, archiving of all the closed Inventory counting sheets and ensure the Inventory counting calendars are respected all the time.
Follows up with the Log Storekeeper on the dispatching of the goods to the requester, ensuring that order delivery time frames and good transport conditions are respected all the time.
Advises the Log Manager about the assortment of stackable items and proposes rational minimum- and maximum stock levels.
1.2 Procurement and Supply
Plans, organizes and conducts Supply and procurement activities in the Project Office ensuring efficient purchasing and lead-time for recurring and one-time purchases.
Receives, records and processes in UNIFIELD all Internal Requests for (non-medical) goods and services from the departments, clinics/medical facilities and residences, making sure that Requests in UNIFIELD are treated according to the planning in place, and that all the information required is present (codes, budget lines, destinations, realistic Delivery requested dates e.t.c).
Receives IR and processes Field Orders in UNIFIELD to SKID and other MSF regional Supply Offices taking into consideration price, lead-time, the need for urgency and availability of the ordered items.
Authorizes stock requests and passes them to the Log Storekeeper for issuing.
Makes Purchase Orders and Purchase lists in UNIFIELD, Service Agreements, and ensures that they are properly validated as per the validation threshold and policy and submits them to suppliers and contractors.
Forwards relevant service requests to the Base Logistician/Biomed Technician/ or the IT/Radio Supervisor, facilitates their implementation and follow-up.
Ensures that all requests are treated efficiently and closed using all documentation needed by OCP local purchase procedure.
Ensuring compliance with OCP standards, protocols and local purchase procedures.
1.3 Reception and request to pay
Monitors the reception of goods (all goods should be received by the Storekeeper) and confirms the delivery of goods and services (together with the requestor).
Ensures that delivery notes and/or UNIFIELD goods reception forms are properly checked and signed.
Adds the signed UNIFIELD proof of delivery/reception to the relevant purchase documents in the hard copy.
Receives invoices and adds them to the relevant purchase documents; confirms by signing the invoice that the claim for payment is genuine and correct.
2.
Logistics administration and reporting
Assists the Log Manager and the Administration Office with the follow up of logistics budgets, expenses/realization and the preparation of the monthly cash requests.
Gives input and advice about the annual budget and budget revisions.
Attends weekly planning meetings, takes notes and reports if necessary/requested.
Provides a monthly activity report including a plan for the next month

Qualifications & Requirements:
Education: Essential Technical Diploma, in Supply Chain
Experience: -2 years in a Logistics Department, previous experience in supply chain activities related jobs is desirable. Previous experience with MSF Logistics Department is a plus
Languages: Essential Local Language : English and Swahili
Knowledge: Computer literacy
Competencies: Teamwork and Cooperation, Behavioral Flexibility, Adherence to MSF Principles, Stress Management, Results and Quality Orientation

Applicants MUST be Kenyan Nationals and have the necessary statutory documents (ID, NSSF, NHIF, and a PIN certificate)